DUTIES OF OFFICERS/COORDINATORS
Qualification
Prior to accepting a position or nomination for a position, members will review the tasks involved to ascertain personal qualification and/or ability to perform the tasks required.PRESIDENT:
1. Preside over all meetings and officially represent SCRCR at all functions.
2. Sign any authorized legal/contractual papers.
3. Appoint temporary chairmen/committees as needed (i.e. The Windmill writer, Nominating Committee, Holiday Party Committee, Bylaws Review Committee, replacement coordinators, etc).
4. Serve as ex-officio for all coordinators/committees except Nominating Committee.
5. Retain key control for the Center and supply cabinets, and responsibility for opening and locking the Center.
VICE-PRESIDENT:
1. Preside over all meetings and represent SCRCR at all functions in the absence of the President.
2. Assume position of President if a vacancy occurs in that office.
3. Maintain a roster of members for distribution whenever significant changes have been made.
4. Provide a current attendance record (sign-in sheet).
5. Arrange for membership badges.
6. Encourage new/prospective members.
7. Contact inactive members routinely to determine needs or any other reason for non-participation.
8. Prepare monthly birthday listings and provide copies to Sunshine, Historian, and Refreshments Coordinators whenever changes have been made.
9. Perform other duties as requested by the President.
SECRETARY:
1. Prepare and distribute current meeting agendas.
2. Record the minutes for each meeting, with copies to be distributed at the next meeting.
3. Emailing minutes and agenda is optional.
4. Handle any correspondence as authorized by the President.
5. Maintain official files of the club.
6. Other duties as requested by the President.
7. Retain the current year’s minutes for two years. Record the records on digital storage media.
TREASURER:
1. Maintain appropriate banking authorization for a checking account, and maintain a petty cash fund.
2. Both the Treasurer and President will have authorization to sign checks. (Both signatures on check are required for amounts of $250 or more.)
3. Record income and expenses and report all financial activity at each meeting, with an annual summary at the end of December.
4. Notify all officers when member's dues are paid, new members are accepted or any other changes affecting the membership roster.
5. Other duties as requested by the President.
6. Forward a copy of each new member’s application to the Vice-President by e-mail or other means.
ACTIVITIES COORDINATOR:
1. Make arrangements for trips and activities other than those assigned to special committees.
2. Serve as contact person for scheduling information, changes, reservations, and carpooling.
3. Research possible activities and present suggestions at planning meetings held on a quarterly basis.
4. Combine activities as suggested in each quarterly planning meeting along with special committee functions and HOA activities for which we should be participating.
5. Prepare a finalized quarterly activities calendar for membership distribution.
6. Provide activities information to the Secretary weekly for the following week’s published agenda.
7. Appoint a committee as needed.
HOST/HOSTESS:
1. Welcome new attendees, introduce them, ensure that they are seated and invited to participate in after-meeting activities.
2. Have applicants complete a New Member form. Present each new paid member with a packet, containing bylaws, duties of officers/coordinators, activities calendar, and membership roster.
SUNSHINE COORDINATOR:
1. Contact members who are ill and/or in need of assistance. Arrange for temporary help and/or transportation as needed. Send appropriate cards. If a member is hospitalized as an in-patient; arrange for a token gift from the group, to be delivered upon returning home.
2. Provide birthday cards at monthly birthday celebrations and order cake.
3. Coordinate names/dates with the Vice-President to ensure that no one is omitted.
REFRESHMENT COORDINATOR:
1. Purchase and maintain supplies in locked storage areas, with reimbursement from the Treasurer.
2. Coordinate a listing of refreshment hosts and assign responsibility at least one month in advance.
3. Remind at least one week prior to assignment. Refreshments are needed for every regular meeting. Refreshment Hosts duties include: making coffee, meeting set up, and clean up. Other members are expected to assist in cleanup.
4. Maintain kitchen storage locks.
5. Appoint a committee as needed.
PHILANTHROPY COORDINATOR:
1. Recommend projects and serve as contact person from SCRCR.
2. Determine immediate and long-range needs, and present a working plan.
HISTORIAN:
1. Maintain record of significant events to be published and filed annually. Arrange for photo album of activities.
2. Record and maintain a record of all photographic events in permanent binders.
3. Arrange for collection of members’ photos and other pertinent articles. Store them in photo album.
4. Maintain a disposable camera on site or for designated trips.
COMMUNICATIONS COORDINATOR (BUSYBODY):
Designated as the point of contact for the entire group in case of illness, emergency hospital/urgent care trips, vacations etc. He/she should be contacted to pass information to other members who may be able to respond to the circumstances.
(Approved March 2003; revised March 2010)
